What a report of thorough examination must contain
A thorough examination is only complete when it produces a report, and that report is the piece of paper, or the record, that proves the examination happened and says whether the equipment is safe to use. Too often the report is treated as a formality filed and forgotten, when it is actually the duty-holder's key evidence and the document an inspector will ask to see. Knowing what a report of thorough examination must contain lets you check that the ones you receive are complete, and that you are meeting your obligations.
This reference sets out what a report of thorough examination must record, why it matters as evidence, and how it should be handled and retained.
A report of thorough examination must identify the equipment examined and its owner, state the date of the examination and the date the next is due, record whether the examination was within an interval or under an examination scheme, describe any defects found and whether they are a danger to persons, state the safe working load, and confirm whether the equipment is safe to operate. It must be produced by the competent person who carried out the examination and given to the duty-holder, who should act on any defects immediately and keep the report available for inspection.
What information must the report contain?
A report of thorough examination is a specific document, not a general note that the equipment was checked. It must record the essentials that show what was examined, by whom, when, and whether it is safe.
- 01
Equipment identification
Enough detail to link the report to the specific item, including any identification mark.
- 02
Owner or duty-holder details
The owner or duty-holder and the premises or address.
- 03
Examination date
The date of the thorough examination.
- 04
Examination interval or scheme
Whether it was examined within a set interval (six or twelve months) or under an examination scheme.
- 05
Safe working load
The safe working load of the equipment.
- 06
Defects identified
Details of any defect found that is, or could become, a danger to persons.
- 07
Safety status and action
Whether the equipment is safe to operate, and any repair or action required and by when.
- 08
Next examination date
The date by which the next thorough examination must be carried out.
- 09
Competent person details
The details and signature of the competent person who carried out the examination.
TWhy is the report the duty-holder’s evidence?
The report demonstrates that you have met your legal obligation to have lifting equipment thoroughly examined, and that the equipment in use has been confirmed safe. If there is an incident, or an inspection by the authority, the report is the record that shows the examination regime was in place and being followed. A missing or incomplete report leaves a gap in that evidence, even if the examination itself was done. This is why the contents matter: a report that omits the date of the next examination, or does not clearly state whether the equipment is safe, is not doing its job as evidence.
What should happen when a report identifies a defect?
A report that records a defect is not simply filed. Where the report identifies a defect that is or could become a danger to persons, the duty-holder must act on it: a serious defect means the equipment should be taken out of use until it is put right, and the report will indicate the timescale for repair. Ignoring a defect recorded in a report is a serious failing, because you have documented evidence that you knew about it. Acting promptly on the report's findings is the whole point of having the examination in the first place.
How long should reports be kept?
Reports of thorough examination should be kept available for inspection for an appropriate period so the examination history of the equipment can be demonstrated. Keeping the reports organised and accessible, linked to each item of equipment, means you can show at any time that your lifting gear is in examination and safe. Pat O’Brien Safety carries out thorough examinations and provides the reports, and trains teams on lifting equipment compliance. See our testing and certification service, and call 01 456 9415 to arrange examination and reporting of your equipment.
Frequently asked questions
What must a report of thorough examination include?
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Need examinations and reports?
Pat O’Brien Safety carries out thorough examinations and provides reports across Ireland. Call 01 456 9415 to arrange examination and reporting of your equipment.
Related resources: Testing and certification services and health and safety training courses can help support your workplace compliance requirements. For official Irish workplace safety guidance, visit the Health and Safety Authority (HSA).